MFC myevolv End User Guide

Transcription

1 MFC myevolv End User Guide Version 1.2 July 2017

2 Contents Section 1: SYSTEM NAVIGATION... 6 Portal Basics... 6 Hardware requirements:... 6 Browser configuration requirements:... 7 System Logon... 7 Login issues... 7 System Logout... 8 My Evolv Launcher... 8 User Interface Taskbar Modules Navigation Pane Breadcrumbs Refresh Form Tabs Alerts Tasks Routed to You User Profile Staff Calendar Scheduling staff tasks Scheduling time off Scheduling recurring tasks Basic Terminology Agency Programs Tips and Tricks Accessing Paper Versions Section 2: REFERRALS P age

3 Referral Module Entering new referral Accepted referral: next steps Scheduling appointments for referrals Pending referral next steps Pre-Client Services Editing pending referrals Denying referrals Documenting external referrals Searching for a Referral Intake Process Section 3: FRONT DESK Scheduling Checking In No Shows & Cancellations Linking the Referral to the Client Link Referral Via Front Desk Section 4: CLIENT SERVICES Client Module Enrolling via Front Desk Scheduler Selecting a Client Worker Roles Assigning Primary Worker Assigning other/direct workers Completing Intake Forms Consent forms Uploading legal and medical documents Documenting an Evidence Based Practice Documenting a Scheduled Service P age

4 Manually cancelling a scheduled event Manually entering a Service Tests and Assessments Scheduling a Service Documenting a Diagnosis Electronic Signatures and Amending Events Amending events Submit for Approval Unapproved Events Client Alerts and Restrictions Section 5: COUPLE & FAMILY SERVICES Scheduling and Documenting Couples and Family Therapy Sessions Creating Relationships and Collaterals Section 6: GROUP SERVICES Group module setup Adding a new enrollee Entering a Group Note Viewing group notes in the client module Section 7: TELEHEALTH SERVICES Checking Clients In for Telehealth Appointments Documenting Telehealth Events Section 8: TREATMENT PLANS Initial Treatment Plan Entering Initial Treatment Plan Saving the Treatment Plan Submitting the Treatment Plan Updating the Treatment Plan Treatment plan reviews Service Plan Addendum P age

5 Approving/Unapproving Treatment Plan Section 9: DISCHARGE Completing Discharge Summary Discharge from Agency Transfer Program Enrollment Readmitting a Client Post Discharge Follow Ups Section 10: REPORTS Sub Reports Reports Module Overview Excluding test clients and deleting protected health information (PHI) Commonly Used Reports Section 11: SUPERVISOR Reviewing Services, Notes and Plans Approving Services, Notes and Plans Shared Supervision Staff Calendars View Staff Information Incidents Review Alerts Section 12: PORTAL SUPPORT Create and send a screenshot Copy and paste from Microsoft Notepad into myevolv APPENDIX Configuring Internet Explorer Troubleshooting Enrollment issues with clients Form History P age

6 Section 1: SYSTEM NAVIGATION Portal Basics The EHR portal is specific to Cohen Veterans Network. The portal can be accessed through your Internet Explorer browser (only IE at this time) by entering in the address bar. You will know you are at the correct portal by seeing Cohen Veterans Network above the login area, as seen below. There are two environments: Production and Development. Production is the Live system that is used for all real-time data. Development is a copy of Production used for system and training. There is a different URL for the Development environment portal. You will know which portal you are trying to login to by the box under your Login Name and Password. Contact your MFC s System Administrator if you would like to request access to the Development portal. Hardware requirements: -Processor: Intel/AMD with a 1 gigahertz (GHz) 32-bit (x86) or 64-bit (x64) minimum -Memory: 2GB minimum -Operating System: Microsoft Windows Vista/Windows 7 -Browser: Microsoft Internet Explorer 9 or higher -Display: 800x600 resolution, 16 bit High color (minimum), 1024x bit High color (recommended for all users, required for system administrator, finance users, and any user with full system access) -Other Recommendations: High speed secure digital connection between remote clients/satellite offices and web server via the internet or direct connection is required 6 P age

7 Browser configuration requirements: Evolv will not work correctly unless you are using Internet Explorer version 9, 10 or 11 it s recommended to use compatibility mode. There are multiple steps that must be taken to use Evolv on each new device. See Appendix I (Configuring Internet Explorer) if you need to setup configurations. A sign that your browser has not been correctly configured is if scrollbars do not appear and if words are cut off on tabs and/or buttons. System Logon All staff will be issued their own login credentials (username and password) after completing initial EHR training. Your MFC decides the naming convention of your username. Passwords are case sensitive. Login credentials should never be shared. It is your private login. Password tips: Should be at minimum 6 characters, using text, numbers and special characters. Login issues Below are some common login issues. For further support please contact the Data Manager at your MFC. If you forget your password, the data manager will not be able to recover it, they will need to reset your password to a new password. Incorrect login credentials: If you are entering EITHER incorrect user name or password you will get the following alert. Lockout: After 5 failed login attempts (incorrect username or incorrect password), the system will lockout the login name. It will look like the screenshot below. If this occurs contact the data manager at your MFC. Timeout: 120 minutes of inactivity within the system will result into a timeout. The system will automatically logout the user after a period of inactivity. Unsaved work is not lost as long as the user login again using the login window presented. Exiting or closing this window will cause the user to lose all unsaved work. 7 P age

8 You are in the Development environment: As described before, there is the Production (Live) environment and the Development (Copy of Live) environment. Make sure you are not in Development when you are having login issues! System Logout Clicking the Logout button is the correct method of exiting from the system and ending the current session of myevolv. Closing Internet Explorer before logging out will keep the session open and may prevent succeeding log in sessions to be opened. If you are leaving your computer for a short period of time, either logout or lock your device. By doing so, you are preventing another user from using the EHR under your name and protecting client information. The log out button can be found in the upper right hand corner of the screen, next to the user name. My Evolv Launcher Taskbar My Evolv MyEvolv Launcher My Evolv Launcher Press this button to logout of the system. The myevolv Launcher is an area in the system that displays general overview of the user s account. Information includes alerts and messages, client assignment, documentations to complete, routed tasks, pending referrals and saved reports, and are unique to the user account. 8 P age

9 If you click the My Evolv tab highlighted, you can change the items that show up on your myevolv Launcher next time you login. Icon Function Refreshes the corresponding widget Opens the corresponding module Collapses the corresponding group Closes the corresponding group (can be reopened by refreshing the whole page) If you close the boxes, when you hit the Refresh on the top of the screen, all you have checked off in the My Evolv tab will reappear unless you press Save Layout. If you do not open up to this when you login, change your navigation preferences, as seen in the User Profile section, see User Profile. 9 P age

10 User Interface Take the time to familiarize yourself with the workspace and review the areas identified in the screenshot below. The identified icons and areas are some of the most used functionalities within the system. Taskbar The taskbar is a modular tab in the navigation pane, providing access to stand-alone tasks that can be accessed at any time, regardless where you are in the system. The icons available in the taskbar depend on your assigned access. Icon Function myevolv: Interface to various areas of the system with no need for navigation. Most direct staff would likely conduct all of their work via this interface. My Dashboards: Shows graphical reports to which you have access. Supervisor area: Allows supervisors to review subordinate services/notes, case plans and incidents that have been submitted for approval. They can also access subordinates calendars, send/receive internal messages and produce due event reports, (past due etc...). Staff Timesheet: Staff can log and submit their time based on hours spent at work, including PTO and sick time. Check in and Check out: Lets you admit or discharge a client from the system. It also manages Front Desk daily check-ins and attendance check in and out. System Maintenance: Various functions, such as identifying who is currently logged into the system. Only certain work roles have access. Scheduled Tasks: Provide a Calendar and Report, enabling the user to work with Event/Task Scheduling and their Calendar items. Alerts and Routes: Internal Alerts Messaging system for both sending and receiving information. Wiki: Netsmart developed Wikipedia that has access to their end user guides and more. Most Recents: A drop down that will list the recently visited myevolv areas that the user accessed. 10 P age

11 Most Visited: A drop down that will list the most visited myevolv areas that the user access. Referral: Module to collect and view information about referrals into the MFC. Client: Module where all individual client information can be created and stored. After a referral is accepted, they must be enrolled in the Client module to the appropriate MFC program. People Search: Search across all people in the system, including clients, collaterals, staff, etc. Helpful if you are not sure if a person is already entered in the system. Family Case: Module to collect all family case information. Individuals part of a family case can be viewed and entered here as well. Incidents: Used to track and enter critical incidents that occur. Outreach: Module where all outreach activities can be created and stored. Groups: Module where all group information and notes are created and stored. Agency: Access to all outside organizations the MFC collaborates with. Reports: Access to use system developed reports for all the modules. Modules Modules represents a point of entry into each separate function within myevolv. It is the largest-level of information grouping and can be used as navigation pathways to different areas within the system. Examples of modules are Client, Referral, Groups, and more. 11 P age

12 Clicking the EVOLV button display a cascading drop down list of all available modules along with various sub groups within. The list of modules may vary depending on the assigned navigation access. If you click the module, it will open up to sub groups and different access points. To the left are the primary modules you will utilize. Above is showing how you can access, down to the form, where you would like to navigate in the system. In contrast, you can navigate via your taskbar. What you see on your taskbar depends on your user setup. By clicking the Module Icon (which matches to the drop-down list) you can go directly to the module. From there, you can use the navigation pane to go to the individual forms. 12 P age

13 Navigation Pane The navigation pane, also known as navigation tree, in myevolv contains an expandable tree view consisting of different levels of navigation within the system. The options outlined within the pane will be the same as what is displayed in cascading dropdown list. Tip: The push pin icon docks the navigation pane and prevents it from automatically collapsing. The X button collapses the navigation pane when it is docked. Breadcrumbs Breadcrumbs show where the user is currently in the system. Users are encouraged to include this information when submitting their support tickets to help troubleshooting with technical issues. Throughout the user guide you will see breadcrumbs showns as follows: Client Case management Service Management Service Entry. If you highlight the breadcrumbs and press Control + C, it will copy it and you can paste it in an . Refresh After updating data, at times you will need to refresh the page. Look for the button, usually on the form taskbar. It will Refresh everything in the module. The system performs frequent background refreshes as well. 13 P age

14 Form Tabs When you are in a formset and there are many tabs, you may not want to use the arrows to go through all of the forms. Instead, you can click the header of the formset, and you will get all possible forms within there. Click a different form and it will bring you there. Alerts You can send internal messages through alerts from just about anywhere in the system. When they are available, you will see a button that says Send Alert and a screen will open that you complete before sending. Primarily it can be used to send information between staff about clients relating to their case or status. This is a pane that displays unread alerts. It will automatically expand and will keep expanding as long as there are unread alerts. To read the alert, click it. The Unread Alerts pane can be opened and minimized. It will disappear once viewed but can be viewed again in the Alerts module. If you have an unread alert, it will also show on the top of your taskbar as follows: -Client has Arrived: See screenshot above. This is received when a client checks in at the front desk and is received by the staff listed for the task. -Upcoming & Overdue Events: Will list any upcoming or overdue events, the name of the event and the due date. It does not hyperlink to the actual event, but that should be in the My Tasks widget. -Missing Data Alerts: if you are a primary worker for a client with missing data or a staff with a worker role 14 P age

15 setup to receive alerts, they will show up here if your system is setup to send missing data alerts. The alerts will be received daily until rectified. -Alerts can be sent to one person, to all logged in staff, to all staff, or to a specific workgroup. You are able to send to various groups based off your security. - Tips: If you don't read an alert it'll pop back out in 30 minutes. Alerts are saved in your messages inbox. You can select all and archive. It's suggested to archive important client related alerts (ex: if an front desk worker sends a message about the clients affect when they check in). Other alerts can be deleted. Deleted alerts cannot be found again. Archived alerts cannot be searched. Tasks Routed to You This pane displays all routed tasks. This includes tasks routed directly to the user or tasks that have been routed to the workgroup the users belong to. If you click the item, you will be brought to the task to be completed. User Profile The account name logged into myevolv is displayed in the upper right hand corner of the window. The account name also serves as a hyperlink to open the navigation preferences setup. In your user profile you can: See what your navigation scheme is (what you have access to in the system) 15 P age

16 Setup tasks and time off See the current staff you supervise, your current direct case assignments and any workgroup enrollments Change your password Update your navigation preferences To change the navigation preferences & personalizing to go to the myevolv Launcher when you first login, follow these steps: 1. Navigate to your name in the top right corner and click it. A new box will open. 2. On the bottom of the screen there is a line of gray tabs; go to Navigation Preferences. 3. Make sure Personalize Navigation Settings is checked. 4. In the raised boxes for Module, Sub Module, Form Set and Form Set Member, match the following fields: Other preferences can be changed, such as how many recent or most visited modules display and interface color scheme. Note: Changes that you make only take effect when you logout and log back in. How to Add Favorites If you choose to Display Favorites (check the box in Navigation Preferences), then icon will appear in your taskbar. It is similar to saving shortcuts. If you often navigate somewhere, it is helpful to save it here. It will not save it to a specific client, just a module or place in the system. 16 P age

17 When you are in a module and form you use often click Favorites then "Add to Favorites". It will ask you if you are sure you want to add it to your favorites. Select yes and name it as you would like to view it. When you click Favorites again, it will now be listed. You can decide how many Favorites show up in Navigation Preferences. Using Most Recent Most Recent is very similar to History or Back in a internet browser. Based on your navigation preferences, it will show a certain amount of the last modules that you visited. You can use this to return to a place in the system that you last were without having to follow the typical navigation steps. Using Most Visited Most visited is based off what the system algorithm finds you most often visiting. This cannot be altered, but you can decide how many show up here in Navigation Preferences. Staff Calendar This calendar reflects your completed and scheduled tasks. Any completed tasks will populate on the corresponding day. Any tasks scheduled or recurring will also show up here and in the Check In/Check Out Calendar. Supervisors have access to all calendars of staff they supervise. All completed service events show up on a staff persons calendar. However, if a client "No Shows" it will disappear from the staff calendar as it was not completed (it will still show up in the client's service entry page and in the Check In/Out Calendar). Scheduling staff tasks If you need to schedule tasks that you will be performing, which requires calendar time blocked off, use the "Schedule Staff Tasks" feature. It will give you 17 P age

18 options of Administrative, Supervision, Paperwork, Travel and more. Fill out what you will be doing and it will populate on both your calendar and block the time off in the Check In/Out Calendar. This can also be scheduled via your staff profile (hyperlinked name by the logout button) under the Staff Non Client Services tab. It will show a list of staff credentials also check the box "Is Service" and then search to only show services. Note: Using "New Staff Client/Non-Client Service" will NOT populate on the Check In/Out Calendar; it is similar to entering manual service entries it is saying this non-client service was completed. Use schedule. Scheduling time off Similarly, you can schedule time off via the calendar. Choose New Staff Time Off, then fill out as appropriate. It will block the time on your staff calendar and the Check In/Out Calendar. This can also be scheduled via your staff profile (hyperlinked name by the logout button) under the Time Off/Vacations tab. Scheduling recurring tasks Scheduling recurring tasks can be helpful when you have meetings or administrative time regularly. The data manager may set these up for you based on agency-wide needs, or you can setup your own. Follow these steps: 1. Go to your staff profile (your hyperlinked name next to the logout button). 2. Go to the Recurring Tasks tab. 3. Choose the task to be scheduled this is what will show up on your calendar. Choose the scheduled time, duration, start date and how long the task will recur. 4. Then choose Basic Terminology Like all other systems, Evolv has it's own unique terminology that takes time to get used to. A more expansive glossary will be introduced in the next version of the user guide. Agency The Military Family Clinic you work at is referred to in the system as an agency. It is part of an overall multi-agency setup. That means certain data tables, forms and fields are shared. You may see templates created by other clinics, but you can use them if they are available in your agency setup! Programs Each client that receives services at the MFC will be enrolled in a program. Programs are broken down by service population. This is to ease data collection and streamline services available. The programs 18 P age

19 your agency setup will have are: Adult Family Member OP (Outpatient), Veteran OP, Child and Adolscent OP, Family and Couples, and Groups. Each will be named after your unique MFC. Note: in some places you will see other clinics programs listed this does not mean you have access to them. Each MFC agency setup is protected from all others only the structure of the system is shared. Tips and Tricks Search tips: If you search by entering % into the field, it will show all results you have access. If you search by entering % and the first couple of letters you are looking for (ex: %co) it will show ANY results including those letters. This is helpful if you know what a word contains but not the exact spelling. 19 P age

20 If you search by entering letters and then %, it will show ONLY results that BEGIN with those letters. - If it says please enter search criteria then it won't show a list until you search - enter % to return all records. Time: If you are enter 8a it will automatically convert to 8:00 am. If you type 11p it will automatically convert to 11:00 pm. If you enter just the number it will convert as military time, so 11 will convert to 11:00 am and 13 will convert to 1:00 pm. Duration: If you enter it in minutes it will automatically convert it to hh:mm. If use a colon (ie 1:) it'll convert to 1 hour. Example: Entering 10 will convert to 00:10. Entering 80 will convert to 1:20. Entering 1:20 will remain as 1:20. Date: You can use the calendar feature, but it's usually easier to manually enter the date. The date won't format without some sort of separator (-/.) If you enter just date and month with no year it will automatically make it the current year (i.e /05/2017). If you enter it will format it correctly to 07/05/2006. Bold Fields: Any field that is bolded means that is required. The system will not let you save until you fill that item out. Note: just because a field is not required does not mean it shouldn't be collected. Many fields are not required as it would cause a significant workflow issue at times. Try to enter as much data as possible that is important to the clinic. Raised boxes: Any box that is outlined and raised means that it is a picklist. If you click it, a table of fields will open. These boxes may allow you to add more. If you feel like options are missing and you do not have the option to add new, notify the data manager at your clinic. If you remember the code for a field in a picklist you can enter it in the box without opening the table, press tab and it will fill (ex: enter F for Female -> press tab and it will populate that). Underlined text: If a field is underlined, then it is a hyperlink. If you click it, it will provide information saved elsewhere in the system; sometimes you can edit it in the opened box. 20 P age

21 Teal fields in subforms: If a field header is teal, if you begin to fill out the form then all teal fields will be required to save. If you do not fill out the form, nothing will be required. Note: the color depends on your color scheme but is usually teal/green. Saving changes: When you start a new form or open an existing form, it will be the color of your interface and the text will be black. Once you make a change, the taskbar will turn red and the text of the field you changed will also turn red. Once you have saved, it will turn blue again and look like the top image and you can now close the window with your changes saved. Unchanged With changes If you get an alert "are you sure you want to navigate away from this page" it means you have not saved information in the page say no and go back or you will lose your data! Press save and then close. Ghost Text: If you hover over modules, icons, and other areas throughout the system, it will show you tool tips in the form of ghost text above the item. Red service events/tasks: If it is RED then it is scheduled. It will need to be completed and then it will become black in the client service entry page. 21 P age

22 Accessing Paper Versions Access paper most formats of most forms via the Clinic Portal (request an account via the link also): If the form is not in the Clinic Portal, then any fillable form in the system will have a Print button, with a Print Form and Print Blank options. These forms can be printed to be used in case of access issues. Printing the FORM will include ALL of the current client information available in the form. Printing the BLANK will print most fields blank but will have the client name. If you are making copies for offline, make sure to white out or remove the client name/information! Section 2: REFERRALS Documenting non-client or pre-client services. Referral Module The Referral Module is the central place for collecting and viewing information about referrals into the Military Family Clinic and its various programs. All clients MUST be entered first as a referral. 22 P age

23 The Referral Module is broken down into various sub-modules that display specific information and have specific functions. Access to various areas and forms will be limited depending on the assigned navigation scheme and worker role. Tip: Scrollbar for tabs, use navigation tree or click on the title of the formset and it'll show a dropdown of other tabs, you can navigate that way also Entering new referral When entering a potential new client, navigate to the Referral Module (phone icon): Note: Always search for a referral first before you add new to the system this will prevent duplicates. 1. Navigate to the Referral module the little blue phone icon. 2. Click Select Referral and search for the person. If no results show up, select New. 23 P age

24 3. Enter required information (Last Name, First Name, Gender). a. IMPORTANT NOTE: Do not mark the referral as Anonymous instead enter last name as Anonymous and put first name as the one they provided or a generic name. b. Entry here is actual data entry use sentence case, as that is how the name will save. c. Social Security Numbers are unique identifiers if it exists in the system already it will give you an alert and not let you add the person to the system. 24 P age

25 4. Hit the button on the top of the form to continue. 5. The next page will show any people with similar information. 6. If the person you are adding is listed there, click the checkbox next to the name to merge records. 7. If not, click the checkbox for None of the Above to create a new person. 8. Hit the button on the top of the form to continue. 9. A box will pop confirming if you are sure you would like to create a new person record. Click Yes. If you are SURE you want to complete. If you press cancel, they are still added as a person (just not a referral) to bring them back up in new referral, they will now show up 10. On the Referral Information Tab, enter all relevant and required information (highlighted in yellow below, bolded in the system), including the Program Recommendation. Note: The Personal Information tab does not need to be completed at this time, as you will enter specific data needed on the CVN Demographics form. 25 P age

26 Referral Tips - All bolded fields are required. - The highlighted fields in the screenshot are very important data points. - Duration: Enter in minutes how long you met/spoke with the referral. - Which service primarily interested in the PRIMARY reason, can also list additional in other source - How did you hear of us: Click the raised box to open a populated list of referral sources. Search for the referral and if it is not listed, press New (if you have the security to do so this button will be available). Types of possible sources include many types of community organizations, as well as media/marketing, current/former client, family/friend/employer and walk-in. Sort by Type if you are looking for broader categories. 11. In the Program Recommendations tabs: a. Program referred to: Click the ellipsis button to choose which program they were referred to. It will show ALL CVN Clinics, look for your organizations programs. b. Facility: Click the ellipsis button to choose which facility, which is tied to the program. If you chose the wrong program (not your clinic), then the facility name will be incorrect change the program referred to. c. Initial status: Click the ellipsis button and choose the initial status accepted, denied, pending or withdrawn. 26 P age

27 d. Initial status reason: use this for the DECLINED really only. e. Priority: This can be used to mark the priority level of the case if minimal, moderate or urgent service is needed. Your clinic will decide how to utilize this. f. Remarks: Any additional notes can be added here and will be visible when the referral is viewed. This is free text. 12. Press Finish. The new completed Referral will now open. 13. Completed referrals will have both an agency referral and a program referral. Each person to the clinic has a unique Referral ID# that cannot be changed. If they become a client, they will be assigned a unique Client ID# that cannot be changed. Accepted referral: next steps If the person meets basic eligibility requirements and there is a reasonable expectation that the clinic will enroll the client, mark the Initial Status as Accepted. No Status Reason is necessary. Personal Information (address, demographic info etc.) can be entered now via the Personal information tab. If it is not completed in the Referral tab, it must be completed if/when a referral is accepted and the person becomes a client. Indicating a person as an accepted referral DOES NOT enroll them in the program Once a person is an accepted referral, when they check in at the Front Desk they will automatically enroll in the program via the Check In/Check Out module. Alternatively, hit Finish and utilize the CVN Demographics form to capture relevant personal information. A referral that is marked as Accepted will stay in the list of my pending referrals for whichever staff member was assigned that referral. 1. Clicking on the referral s name from the Evolv homepage will allow you to perform all the same functions as the Pending Referral (see above). 2. In addition, you can also intake the accepted referral directly from the homepage by clicking on the green flag 27 P age

28 Scheduling appointments for referrals If the referral has been accepted or is pending, you can their first appointment. IMPORTANT NOTE: When you check-in a pending or accepted referral from the front desk scheduler, it will automatically enroll that referral into the program the appointment was assigned to, so be very careful when scheduling the appointment! See Front Desk Scheduling. When a referral is automatically enrolled via the front desk module, the current worker assigned that referral will have a task added for them to assign a primary worker to that newly-enrolled client. Only after the primary worker is assigned will the person move from the list of pending referrals to my clients. 28 P age

29 Pending referral next steps Pre-Client Services If the person is not sure if they want to receive psychotherapy, or was simply seeking general information but does not wish to make an intake appointment, mark the Initial Status as Pending and select a relevant Initial Status Reason (e.g. Pending: Assessing Needs). They can receive case management services for up to 30 days. A pending referral can still be assigned a worker, and later become an accepted referral and thus a client. While in contact with the pending referral, you will manage all contact in the Contact Log. 29 P age

30 1. Select the client in the Referral module. 2. Under Referral Information, click Contact Log. 3. Select New Manual Event Contact Log. 4. A new window will open. Fill out the information about your encounter with the referral. 5. At the bottom of the page there is an area with gray tabs if you have any external documents, referrals made or additional participants they can be added here. Editing pending referrals When a referral is marked as only pending, whomever entered the referral information will be assigned that pending referral, and will appear in their My Pending Referrals list on their homepage. 30 P age

31 To edit to a pending referral, (e.g. an intake coordinator responsible for following up with a pending referral), or change their status: 1. Click on the referral s name directly from your homepage and edit. a. Alternatively, in the Referral module, choose, find the person and navigate to Referrals Made -> To Programs -> Referral Information). 2. Navigate to the Programs Referred tab and 3. Select edit. a. From the referral information form you can perform several key actions: i. Change the Worker of Record 1. Changing the worker of record would remove the referral from your pending referrals list and add them to the new worker of record ii. Change the Program Referred to (e.g. after completing partial intake, you determine that the original program recommendation wasn t correct) 31 P age

32 iii. Change the status of the referral to Accepted or to Denied/Rejected (Note: ALWAYS add a new status with date/time - do not replace the initials pending status). b. In the pending referral status, you can also capture contacts with the referral (Contact Log), as well as complete their Demographics, Military Background, and Intake assessments. i. Navigate from the Evolv homepage by clicking on the pending referral s name and selecting either the CVN Demographics, Military Background, or Intake Assessment tabs (alternatively, search for the referrals name in the referral module and select the correct referral and navigate to Referral Information -> CVN Demographics etc.) 32 P age

33 Denying referrals If the person is ineligible for services, mark the Initial Status as Denied/Rejected and select a relevant Initial Status Reason (e.g. If they are not a veteran or veteran related = does not meet eligibility requirements). Alternatively, if they have remained a pending referral for 30 days and do not express interest in receiving psychotherapy at the clinic, the status should be changed to Denied/Rejected as well (and an external referral made elsewhere for long term case management). 1. This will save the person in the system, but does not assign them as a pending referral. 2. There are no additional steps to be taken after a person has been marked Denied/Rejected unless you are referring them elsewhere, then follow the directions below. 3. The person can come back at any time to receive services, but would become a new referral. Documenting external referrals Regardless of the status of the program recommendation, you can also document an external referral from this form. For example, if the person was ineligible for care but you can provide a referral that is more appropriate for their needs, 1. Select the External Referral tab. a. Referred for: Click the ellipsis button to pick a prepopulated reason why you are completing this external referral. b. Referred to: Click the ellipsis button to choose what organization the person is being referred to. If it is not in the list, add it by clicking New. c. Initial status: If you know whether the referral was accepted, denied, pending or withdrawn, choose the reason here. d. Primary reason for referral: Choose what purpose from a prepopulated list 33 P age

34 Searching for a Referral 1. In the Referral Module, press Select Referral. 2. A search window will open with various search parameters. Provide the details needed and click Search. 3. The list will return various profiles depending on the details provided. Select the profile if listed. 4. If you do not know how to spell the name, use % and the first couple of letters to help widen the search. Example: to search for John Doeford, search %do under last name and all results beginning with Do will be listed. Intake Process Once a veteran or family member contacts the clinic, either in person or by phone, the intake process begins. All potential patients should receive an initial screening on the same day that they contact the clinic. Depending on the structure and processes of the clinic, the initial screening can take place in person or via telephone. Section 3: FRONT DESK Scheduling To schedule a new appointment, click the icon in the tasbkar or navigate to the Taskbar Attendance Check In/Out Check In/Out Front Desk Daily Check In. Do not use the STAFF calendar module to schedule CLIENT services. Tip: The Front Desk Calendar can stay open and minimized while you are elsewhere in the system. Note: A referral only becomes a client once they arrive at their first appointment. The system will automatically complete the enrollment. Because of this feature, it's important to make sure the client has been appropriately scheduled to the correct event in the correct program. 1. Click Calendar. 2. Select the date for the appointment to be scheduled either by toggling the arrow buttons or clicking "Select a date" and select it from the calendar. If you 34 P age

35 click the little arrow, then a calendar for the month will drop down and you can choose the date from there. 3. To check schedules of staff to see their availability, press the "Select a staff" bar and check the staff then click Go. The staff calendar will reflect any scheduled time off, client or staff services. If time is blocked there already, an appointment cannot be booked without checking the override overlapping validation box as seen below. Note: If a staff name does not show up but should, contact the data manager at your clinic. Work schedules are also required to book appointments for staff if a staff person is not scheduled (or does not have a work schedule in the system) the time will be grayed out with "N/A" in it. 4. Verify you are checking the correct staff schedule by making sure the right name is at the top of the calendar. The date you are scheduling for will also be at the top. 35 P age

36 5. Hover over the time that you would like to schedule the appointment for, right click and drag to highlight the slot you would like to schedule. The hour period will seem to be highlighted a darker color when you begin scheduling. Right click again and press Schedule Appointment. This length of time will populate into the duration it automatically uses 30 minute intervals. 6. Choose the CLIENT first in order to verify their program enrollment. Click on their name. If they are a client, all their info will pop up in the enrollment information tab program enrollment, primary worker etc. 7. If they are a referral when the popup box opens, there will be no program enrollment information. Go to the referral tab click the underlined Program Referrals and it will appear. 8. Close the popup information and then fill out the rest of the form in this order: Staff, Program Responsible and Event. 9. Add any Remarks, Date, Duration. If your clinic color codes, change the custom color. 36 P age

37 10. If there is a conflict in the schedule of the staff, it will ask you to validate the overlap. If appropriate, check the box and list the overlap validation reason. 11. Press Save. 12. If you go back to the Front Desk Daily Check In and click Filter, enter the date, you will now see the scheduled appointment. Note: Remember this module is only used for scheduling client based events you cannot schedule a non-client event within this module. Checking In Navigate to Taskbar Attendance Check In/Out Check In/Out Front Desk Daily Check In. If you click the box Include Group Appointments, it will show any groups scheduled for the day also. It will show the chronological list of appointments for the day being shown. It will show all clients that are coming in for that specific day. If you Filter then you can adjust the day you are looking at and all clients coming in for that day. It will show you past data of who actually checked in, cancelled or no showed. 1. The list will show chronologically clients coming in for that day, for what appointment, with what staff, the time and if there are any notes. 2. When a client comes in, press the box under the Check In column. It will change their status to Appointee Arrived and a box will open. It will show the clients information. The system will automatically alert the staff who is scheduled, but if you press Send Alert you can send a custom message. This may be useful if you want to pass information to the clinician. 37 P age

38 Note: if someone comes in early, rather than just checking them in, click on the event and change the scheduled time; press save and it'll update. Then click refresh and the appointment time will update; now you can check them in at the correct time. This matters especially for billing. No Shows & Cancellations A cancellation is any notification given by a client 24 hours in advance to the appointment. If it is less than 24 hours' notice, it qualifies as a No Show, however you can mark that the Client Cancelled. This is to help clinics reschedule and also calculate utilization appropriately. 1. If you click the checkbox for Cancel Appt., a popup box will ask you for the reason their appointment was cancelled. When you select the reason why the Front Desk will update the client status with Cancelled Appt. Note: If a referral cancels, it will not show up in service entry UNTIL/UNLESS they become a client. 2. If you click the checkbox for Mark As No Show, a similar popup box will open and ask you for what type of no show. Choose the appropriate reason. The box will close and update the Status as No Show. Note: you cannot update their status for No Show until the time for their appointment has passed. If you try, the system will show an error screen. 38 P age

39 3. The status No Show will be underlined and have a hyperlink. When you click it, you can fill out any attempt to contact. If you scroll down, you can also add a Participating Staff notes and schedule a new Task. This should be used if a client does call and reschedules. 4. Once you have changed their status you can change it, except for a cancelled appointment. If you unclick the box, it will let you change the status. A cancelled appointment cannot be changed. Linking the Referral to the Client Once the client has checked in, they have become a client. However, at this time the referral is not linked. Currently this is the only way to clear the "My Pending Referral" widget. To link the client to the referral, there are two ways from the Front Desk or from the Client module. This should be completed by the Front Desk worker after they person checks in for the first time. Link Referral Via Front Desk 1. The easiest way to link them is after the client has checked in, in the Front Desk scheduler. Click the clients underlined hyperlinked name. 2. A standalone box will open showing information on that client. Since they have become a client, they will now have program enrollment information. 3. On the PROGRAM line, click the ellipsis and choose Correct/Close Program Enrollment. 39 P age

40 4. The Program Enrollment page will open. Scroll down and under Program Objectives you will see Referral. Click the raised Referral box. 5. All referrals associated with this person will show up. Choose the appropriate one and save then close. Note: The same steps can be followed through the Client > Client Information> Critical Information. Section 4: CLIENT SERVICES Note: This section assumes that your Client is already in the system and assigned to you as the Primary worker. If that s not the case, please go to the prior section or seek out your Clinic s System Admin for assistance in inputting your new client into the system. Client Module The Client Module is a repository of information regarding the selected client. Depending on the assigned access, users are able to view, update and/or add to the client s information. Client information is broken down into various sub areas. The following are some of the primary sub areas that you will use: 40 P age

41 - Client information: o Personal information - Intake, consents, demographics, military background. o Critical information - Enrollment, worker assignments, patient reminders. o Relationships - Families, cases, collaterals. - Case management: o Service management - Entering services, assessments, evidence based practices and progress notes. o Plan development - Treatment plans, plan addendums, diagnosis information. o Health information - Treatment history, medications. - Referrals: o To your programs - Any referrals from outside or internal sources to programs. o To external agencies - Any referrals for the client from your clinic to outside. - Reports: o At a glance - Sub reports pulled from various modules summarizing the client's treatment. Enrolling via Front Desk Scheduler A referral does not turn into a client until they attend their first service. This means, they do not get enrolled in a program until they are checked in at the Front Desk. When they check in, they will automatically enroll in the program the service is scheduled for. It is very important to make sure the correct program was chosen when scheduling for this reason. During their course of care, if an event is accidentally scheduled under the wrong program, it will enroll them. If this occurs, see the Troubleshooting section on Enrollment. Selecting a Client After navigating to the Client module, you must select a client to view their information. You will only be able to access clients you have the rights to access. If there is a person you are unable to access, contact the clinic data manager. 1. Navigate to the Client module. 2. Press Select Client. 3. Search for the client. 4. Select their name. Alternatively, if you are listed as their primary worker, they will show up on your myevolv Launcher. Worker Roles Assigning Primary Worker When a client is first enrolled, if the appointment is scheduled with you, you will get a task that prompts you to assign yourself as the primary worker. The client is not fully enrolled until they are assigned this. 41 P age

42 To accept this, click the task and a new box will open. Fill out the Program Enrollment and the Worker Role. If you are not actually the Primary Worker, click the box to choose a new one. Press Save and Close. From this task, you can also schedule the next event if you would like. If not, press no. If you go back to your myevolv launcher and press Refresh, now you will have an alert that you have a new primary worker assignment and the new client will be in your My Client list. 42 P age

43 The list of My Clients is generated by those you are assigned to as a Primary Worker so it is important to assign the correct person. Assigning other/direct workers It is important to also assign direct workers to each case. This helps because then it shows specific clients each worker is providing services to, whether medication management or case management, even if they aren't the primary worker. To do this follow these steps: 1. Navigate to the client module, search and select a client. 2. Go to Critical information Worker Assignments. 3. Press New Manual Event. Choose the type of worker assignment: Direct Staff Assignment or Primary Worker Assignment. 4. Fill out what program enrollment this is for (it will show the programs only that the client is enrolled in) and the worker role for the staff (i.e. Behavioral Health Supervisor, Behavioral Health Worker, etc.). 5. Enter the Date-Time from. 6. Add any remarks if applicable. 7. Schedule upcoming tasks if applicable. 8. Press Save and Close. Completing Intake Forms How the system matches the intake packet version 5: Pages 1 & 2 = CVN Demographics Pages 3 & 4 = Military Background Page 5 16 = Intake Documentation -> Choose applicable version (all include the tests/assessments) Tip: Save often! Consent forms On the Consents tab, you will enter the information of the consents completed by the client. A PDF of the document can be attached and an electronic signature can be saved here. You must have signature pads if you choose to complete esignatures. To upload a consent: 1. Navigate to Consents tab. 2. Press New Manual Event. 3. Choose the corresponding event. 4. Enter the actual date and time of the signature. 5. Enter any additional description and remarks. 6. If you are using esignatures, press the underlined Client Signature and choose the option Capture Client Signature. If your signature pads are connected correctly it will process. 43 P age

44 7. Under Documents, click the underlined Attached Document. Press upload from file or upload from scanner and select the file. 8. Press Save and Close. Uploading legal and medical documents All legal documents can be saved in Client > Client Information > Personal Information > Legal Docs. There are specific events to save an ID, DD214 and Military Separation Report. Any additional legal documents can be saved under "Other" with the type entered under remarks. After creating new, click the hyperlink "Attach Document" to search and add. 44 P age

45 All medical documents can be saved in Client > Client Information > Health Information > Medical Records under the task Medical Records. The same steps apply as above. Documenting an Evidence Based Practice In order to select an Evidence Based Practice (EBP) that you used during the service, you must first indicate which EBP s you are using with this client on the Evidence Based Practice Form. 1. Navigate to Client Case Management Service Management Evidence Based Practices a. Select client. b. Select New Manual Event Evidence Based Practice. 2. Press the bold Evidence Based Practice box and a list of options will open in a new window. 45 P age

46 3. Select the appropriate Evidence Based Practice. 4. Enter the Effective date and time. 5. Select the appropriate Program. All programs will populate, so make sure you are choosing the correct one. 6. Press Save and Close. 7. Now the EBP may be documented in the session note. Documenting a Scheduled Service If your client had a scheduled appointment with you (whether you ve scheduled it, or it was scheduled through the front desk), it will show on your calendar which can be found here at myevolv Launcher Scheduled Tasks Calendar OR by clicking the calendar icon. Note: Scheduled services are listed as RED. It will need to be completed and then it will become black in the client service entry page. Make sure you COMPLETE scheduled tasks (if you manually enter then it will create a whole new entry rather than completing the scheduled). EDITING a scheduled service will change what or when it will occur (or cancel it). See more below! 46 P age

47 1. Once the front desk has indicated that the patient has arrived for their appointment you will receive a notification in your alerts. a. It is recommended that you stay logged into Evolv all day so you can monitor your alerts as they come in while being mindful to lock your computer or log out when you leave your desk. b. From the myevolv Launcher module (the blue e), you can select the client event listed under My Tasks, which will take you directly to the event form where you will document the event. Note: your myevolv Launcher window may look different based on your personal settings. 47 P age

48 2. Alternatively, you can select the client s name from the myevolv Launcher under My Clients. a. Note that the My Clients list only lists those clients that you are assigned to as a Primary Worker. Direct worker assignments will not appear here. b. From the My Client Information area, choose the Service Entry tab (from these tabs, you can also view the Client s Enrollment Information, Demographics etc.) c. You ll see the incomplete service indicated in Red. d. Click on the name of the service and select complete task which will take you directly to the Therapy-Individual form where you will document the event. 48 P age

49 2. Therapy Individual (as well as other "Therapy" forms are your basic progress note. 3. If the client was a no show, click the box, fill out if there was an attempt to contact and reason for cancellation. Enter 0 as the duration. 4. If the client attended the session, fill out the accurate duration of time spent. NOTE: If the time was prepopulated but the time you spent with them was different it is very important to adjust that (see below). 5. The EBP you documented prior will now prepopulate in the form. If a Modality/Treatment EBP was used, click the box and choose the appropriate one. If you departed or modified the EBP protocol, check the box and in the Explanation box fill out why. 6. Service Related Encounter Information is used primarily for family or group therapy. When you click Activity Type, you can choose how many attendees were there and the client to clinician ratio, or if the service was via phone. 49 P age

50 7. The Progress Note section is free text. You can enter your note directly into the box, or you can type it in Microsoft Notepad and paste it in. Do not copy and paste from Microsoft Word or the text may be distorted. a. You can also use a template by clicking the icon below. When you choose this, a list of pre-made templates will be listed. The template will provide major fields that you can then add the client specific data to. 50 P age

51 Example of CVN Progress note template: The data manager at your clinic is able to make additional templates if necessary. 8. You can link other services (update treatment plan, add a new diagnosis, upload documents, track external referral) to your Progress Note. You do not need to do this for each service, but it is to prevent you from having to go elsewhere to add things in the system. a. At the bottom of the Therapy form, you ll see several gray tabs where you can link different services and information to this Progress Note, as well as see what s already on file for the client. b. The Treatment Planning Tab shows you the Goals/Objectives/Methods for existing Treatment Plans on File and allows you to link a Goal to this Individual Therapy Event. This is not required, but should be used if the note clearly related back to the treatment plan. 9. The Diagnosis tab shows you the Diagnosis already on file for this client and allows you to add a new Diagnosis. a. Note that you can search for a Diagnosis by the Name, ICD-9 or ICD-10 code 51 P age

52 10. The Strengths/Problems/Needs tab shows you the Strengths/Problems/Needs already on file for this client and allows you to add new Strengths/Problems/Needs. 52 P age

53 11. The Referral Made tab shows you any external Referrals that have been made for this client and allows you to list any additional referrals. Any internal referrals, document it in the body of the progress note. 12. The Documents tab allows you to upload a document 13. The Participants tab allows you to identify any additional participants in this session. b. If there is a collateral or family member on file for the client, you can choose that person. c. If they aren t already in the system, you cannot add them to the system from this form, you ll need to navigate back to their Personal Information area to do so (Client -> Client Information -> Relationships -> Collaterals -> Personal Collaterals) d. You can also identify if an outside organization was involved in the session 14. The Test Link tab allows you to link any Tests or Assessments given during the session. a. If you haven t already documented the test, you ll need to Save the Therapy event form and go back and link it after you ve documented the test/assessment (see more on how to document a test/assessment in the New Service Entries information below. 15. The note should now be complete. Press Save and Close. Do not forget to do to save or it will not be saved in the client records! Once it has been saved it will show up in the clients Service Entry tab, in order of most recent. 53 P age

54 Manually cancelling a scheduled event If a scheduled event needs to be cancelled, it can be completed through the client module as well. 1. Navigate to Client > Case Managemetn > Service Entry. 2. The scheduled event is incomplete so it will be red click and select EDIT. 3. Check the box for Write Off/Cancel. The Reason box will now be available to choose. Click that box and choose the appropriate reason from the list. 4. Press save. 5. The task will no longer be listed as red, but will instead look a little grayed out and have a red no sign to denote that it was cancelled. How this will show up on the Service Entry page: 54 P age

55 Manually entering a Service If you need to document a service (activity or test/assessment) that wasn t previously scheduled, from within the Client s Record navigate to: 1. Client Case Management Service Entry 2. Press Enter New Service. 3. When you select Enter New Service, you ll see a list of options to select. Note that the service events are filtered by program enrollment so you will see the BioPsychoSocial Adult form only when your patient is enrolled in either the Veteran OP or Adult Family Member OP programs. a. Select the Service Event you would like to document. b. If you are documenting a test/assessment, once it s been saved, you can go back and link it to your Progress Note if applicable. c. Note that any form that includes Med Management (telephone consult with Med Management etc.) is used to document the occurrence of the event for billing purposes, but you still need to document the Medication information under the Client s Health information: a. Client -> Case Management -> Health Information -> Medications Tests and Assessments To complete a test or assessment, follow the same steps to enter a new service. The name of the service event is the measures name (i.e. GAD-7, PHQ). A test/assessment looks a lot like a service event except there are questions that you must fill in. 55 P age

56 After you fill in the answers, you choose the Domain, and it will populate the score. If you skip any questions it will not require you to fill them in. Below the interpretation, you can add in any additional information, like remarks that you have on it. Enter the service related information. Once complete with the event, press save. Tests/assessments do not have to be electronically signed. Scheduling a Service Either follow the directions of scheduling via the Front Desk or follow the above steps, but choose Schedule Service. 56 P age

57 Documenting a Diagnosis A diagnosis can be entered within certain service events. Typically, if a client begins treatment with a pre-existing diagnosis, it should be entered in the intake or BioPsychoSocial. If it is during treatment, it can be entered within a Therapy event. Alternatively, it can be entered as a manual event under Client Case Management Plan Development Diagnosis Information. The following steps apply to all scenarios. 1. Enter the Axis number (1-3 only). 2. Press the Diagnosis box. A window will open in the Search box, enter the diagnosis. It will return all results with the information. Keep it somewhat general to yield best results. The % search trick will work here as well. The diagnosis library is extensive so you may need to wait for results to load. 3. Enter the date and time the diagnosis was established. 4. Enter the Diagnosis Type. Provisional should be used if you need further information. 5. Choose if substance abuse is co-occurring, and/or if the diagnosis is ongoing. 6. Choose the Priority level of the diagnosis if it is primary, secondary, tertiary, unknown or other. 7. Choose the Status. 8. Choose Severity and Type as needed. 9. Enter the information of the provider establishing the diagnosis. If it is internal, click the box and a staff list will show. If other (ex: outside, previous) type the name in. 10. Press save and close. Electronic Signatures and Amending Events Note that these features do not impact how you schedule the event, or document your services, simply with the security of the event. Once you ve saved your event as you normally would, you ll see the event listed in bold, with both the signature and delete icons. The note is not locked until you select the signature icon (the hand with the pen), and confirm that you want to sign and lock the event. 57 P age

58 Events must be locked when final because it cannot go out for billing unless it has been locked, and it is a CARF requirement. Once you ve signed and locked the event, the event will then appear with the amend icon (the orange starburst), and the delete icon and the lock icon will be checked off on the far right. Amending events If you ever need to go back and add an addendum to the locked note, you would select that amend icon. It will ask you for the reason you are amending the note and inform you that amending a note cannot be reversed. At this time, a snapshot of the event as it exists currently will be stored and then the new amended event can be modified. Note: Supervised events that require a submit to supervisor for approval, you can use the amend feature in the same way for that submitted/locked event. Submit for Approval When completing a supervised note, if it was scheduled then simply select the red incomplete event and hit complete event OR navigate to it from the mytasks List in the homepage. If it was unscheduled then follow the steps below, that we will use for this example: Access the individual in the Client module: 1. Select the client. 2. Under the program the client is enrolled in, choose Enter New Service. 58 P age

59 3. Scroll down the list and choose Supervised [SERVICE]. 4. When you choose the event the form will open in a new window. The only change from an unsupervised note is the Submit for Approval box. If you only have one supervisor, ignore this box. 5. If you have multiple supervisors and want the appropriate one to get this note, click the Approval Sent To button. A box of staff who can supervise notes will appear. Choose the appropriate case supervisor by clicking their name. Their name will then be populated in the box (note that the approval is not actually sent to the person until you press save). 59 P age

60 6. Enter the rest of the note as you would. Once complete, click Save at the top of the box. The list of services for the client will refresh, with your new supervised note at the top - click the mail icon to send it to the supervisor. If you click the red X it will delete the service. 7. An Alert Message will popup asking if you are sure you want to submit the note. Click Yes to submit it, and No to review the note again. 8. If you click Yes and submit it, the list of service events will refresh to show that the note has been sent to the supervisor. 9. The note can no longer be edited after submitted. If you click the mail button with the red line, if you have sufficient rights you will be able to un-submit it. Otherwise you will get the error alert below and your supervisor will have to accept or return your note. Note: If your supervisor says the note hasn't shown up, make sure the event was completed AND submitted. If it hasn't been submitted it will be bolded and have both Submit and Delete icons available. 60 P age

61 Unapproved Events If your supervisor hasn't approved the event, you will receive an alert. It will also show up in your MyEvolv Launcher under My Alerts. If you click on the alert, you will see the note your supervisor sent as to what changes are needed to be approved. It will also directly link to the note, and you can edit it there. If you have a message back to your supervisor about the note, click Respond and it will allow you to send a message back to your supervisor. Otherwise, click the link referencing the client and the note and it will open directly to the note. Now edit the note and resubmit it. Once resubmitted, the form box will remain open but the status will be 61 P age

62 shown on the task bar of the note, where it says Un-Submit. Ignore the button Un-Submit unless you made an error. Press Close from the note and then Close from the alert panel. Your supervisor will now receive your corrected note and either approve it or complete the same process if there is still an issue. Client Alerts and Restrictions Client alerts and restrictions are different from user alerts. These alerts are similar to color coded stickers or other notifications. It is used to quickly relay information about the individual to a user looking at the chart. An alert/restriction may be used to show if they have a history of aggressive behavior, if there is a restriction, if they need travel assistance and more. To add an alert to a client's critical information, navigate to: Client Client Information Critical Information Alerts / Restrictions and choose New Manual Event. Then choose the appropriate alert, enter the start date and any additional remarks. The alert will now show next to the client's name throughout the system, including at the Front Desk. If you hover over the alert, it will show a ghost box on what it means. If you need a new alert, contact the data manager at your clinic. 62 P age

63 Section 5: COUPLE & FAMILY SERVICES Scheduling and Documenting Couples and Family Therapy Sessions When administering services to families or couples, the documentation should happen in the primary client s record. For example, if treating a veteran, the progress note would be written under the family therapy or couples therapy service event, but within the veteran s record. On the progress note form, you ll see a tab for Other Participants, here you can select who else was in the session (collaterals). If each of the family members are enrolled individually, as well as receiving treatment as a family or a couple, a primary client (recommended: the veteran), will hold the family session record. You would follow the same process as above. Creating Relationships and Collaterals Relationships and collaterals can be entered in CVN Demographics under Emergency Contact (check the box for the actual emergency contact). Alternatively, they can be added in Client > Client Information > Relationships. Here you can add: Families, Cases, Collaterals, Health Practitioners or Community Resources. Once this relationships has been established, they can be added to events in the system. 63 P age

64 Section 6: GROUP SERVICES The Group Module allows you to report on group services. Group participants can be checked in at the Front Desk if you have the checkbox checked off. As each individual group participant comes in you check them in, check no show or cancellation. Group module setup The group module is different from the client module. It does not require agency enrollment. This allows referrals to be part of groups if they are unable to begin individual or family services or if they have completed treatment. Adding a new enrollee 1. Navigate to Groups > Group > Information > Enrollments. 2. Click Select Group. Search for and select [CLINIC NAME] Support Group (you can use % to show all available rather than search the whole name). 3. On the Enrollments tab you can start and end individual enrollments to the selected group. 4. To enroll a new person, click New Manual Event. The form that appears is similar to adding a new referral or client. Enter the Last Name, First Name and Gender and hit proceed and it will search all People in the system already. A group enrollee should already be a client or a referral, so check the box for the appropriate person then press proceed. 5. Fill out the Schedule (which will be generic across all programs), Date and Time. Press Finish and the new group participant will show up on the Group Enrollments page. 64 P age

65 Note: If the person is not a CLIENT then the Agency Placement will be empty because Enrollment is not required for participants in Groups. Looking at all enrollees, if the agency placement field is EMPTY then they are only a referral and not enrolled in any other programs other than Groups. 6. The enrollment will also now show up on the clients profile under Client > Client Information > Critical Information > Group Enrollments. Entering a Group Note 1. Navigate to the Group > Service Management > Service Management > Service Entry. 2. Press Select Group. In group name search % to show all or enter the group name. Press Search. 65 P age

66 3. Choose the appropriate group. 4. Go to Service Management > Service Entry. 5. Choose Enter New Service and choose the type of group. 6. Enter the date and time first. Then go to the top of the form and press Get Attendees. Any person enrolled in the group as of that date and time will populate. 7. Check off the clients who attended under the Group Members tab. A client will need to be enrolled in the Groups program to show up in the Group Members section. a. If the participant attended, mark "Present" then the start time and duration will populate to the actual date, time and duration marked above. If the client left early or came in late, adjust their time accordingly here. b. If someone else attends for the participant mark "Represented by Other?". To save you must add who the other participant was. This list is based off the clients relationships see more information in Creating Families or Collaterals. 66 P age

67 c. If the participant is supposed to attend but does not, mark "No Show" and the start time and duration for the client will gray out. d. If the participant was not supposed to attend anyways, do not mark anything. 8. Click the little notepad icon under each participant to enter individual notes. This note is specific to the person and will only show up on their individual record. 9. Goals and diagnoses can be added per participant as needed. 10. On the Participating Staff/Notes tab add any staff who participated and enter their overall notes for the group. This overall note will show up on ALL participants services. 11. Press Save and close. Tip: In the Group Service Entry screen, all completed services will be listed. If there is a symbol for a new piece of paper, there is no group note. If there is a symbol for a notebook with a pen, then there is a completed group note. Viewing group notes in the client module The Event will now show up on the Client's Service Entry as seen below if they are a client. Since the groups module does not require enrollment, it may say "Not Enrolled" as a program. Note: When you open the note, you will be able to see both group and individual notes for the session. However, since it lives in the group module, it will be read only. See an example below. 67 P age

68 If a client is enrolled in a group, but does not attend any sessions, then there will be no services listed on their Service Entry page. This includes no shows. Once a client is marked present for a group service, this will populate on the Service Entry page. 68 P age

69 Section 7: TELEHEALTH SERVICES Checking Clients In for Telehealth Appointments The front desk staff does not know when or if a client has been contacted for a telehealth appointment. The clinician that is scheduled to speak with a client should check the client in for the appointment. This is a very simple task that needs to be carried out every time someone is contacted via Zoom. 1. Navigate to the Front Desk Module. 2. You will see a list of the appointments scheduled for the day. 3. There are three options: Check In, Cancel Appt, and Mark As No Show. Choose the appropriate option for the client. 4. Provide the telehealth service, and then complete the task as usual (see below). Documenting Telehealth Events Documenting a telehealth event in Evolv is almost identical to documenting an event that occurs in the agency office, however you would simply choose the relevant telehealth service event to indicate that the appointment will be conducted/has been conducted via telehealth. The following service events are available for clients enrolled in the Adult and Veteran OP programs: Client > Case Management > Service Management > Service Entry > Enter New Service If your clinic utilizes supervised events, you will have supervised versions of all of these services. 69 P age

70 The telehealth events use the same forms as the non-telehealth counterparts, with minor exceptions. Each telehealth event requires the staff member to document confirmation of an ID verification, the client's current location and contact number in case the session is disconnected. Required fields for ALL TELEHEALTH EVENTS: - ID Verification (decided at clinic level how this is confirmed) - Location Confirmation: Clinician verifies clients at the address listed below and checks the box if other, checks the other box and enters it in textbox. - Phone Confirmation: Clinician verifies clients best phone number in case Zoom session is disconnected. Check appropriate box and enter other in box. Note: The address and contact information is based off the CVN demographics form. For any other services that are provided via telehealth that do not have a unique telehealth service event (e.g. the Q-LES-Q SF), you can still indicate that the event was completed via a telehealth appointment by indicating so on the Location field on any form: 70 P age

71 Section 8: TREATMENT PLANS Initial Treatment Plan 1. To document a Treatment Plan for a Client, select the client and navigate to: a. Client -> Case Management -> Plan Development -> Planning b. Select Start New Plan 71 P age

72 Entering Initial Treatment Plan Completed Information tab 1. This tab must include the date you started the treatment plan in order to save the treatment plan as a draft. The various date fields are for tracking: a. Date Started = the day the actual treatment plan development began. Required to save. b. Date Completed = the day the actual treatment plan development completed. This should be left empty until the plan is ready to be submitted. It will save without this field but submission will not work until this field is entered. c. Expiration date = not required, but can be used if your clinical team chooses. 2. All Treatment Plans must be approved, even if you self supervise. The treatment plan will automatically go to the supervisor of the staff completing UNLESS you choose a different name, through the Submit Approval To box. If you need to change who the treatment plan is submitted to (but not change who your supervisor is), you can do so under the Submit Approval to button. Simply select which staff you want to select it to. If you leave this blank, it will submit to your supervisor. a. To approve treatment plans you must go to the Supervisor module (the eye icon). See notes on the supervisor module for more information. 72 P age

73 3. Select next on the top right. Information tab This section provides information on file for the client, including the Diagnosis, Strengths, Problems and EBPs. These sub reports will only show information already on file for that client. You cannot add a new diagnosis etc. from the treatment plan. 1. Review required information on this tab will already be populated. 2. Select next. Area of Treatment 1. In the initial treatment plan, the status will always be Established. This is the baseline that you will review as you provide treatment. 2. Select which Category this treatment plan addresses. The Category list is setup as a parent, meaning what you choose will determine which goals and methods choices you will have. Note: this is the same as the Problem Category list. 3. The list of Categories to choose is predominantly Wiley Library. Use the Search feature to drill down to the correct type: a. Be sure you identify the category that corresponds to the problem on file you want to address in this treatment plan. b. When searching for the correct category, remember to use the % sign to do a search on all categories that include a specific word. For example, doing a search for anxiety will bring up all categories that start with the word anxiety. Doing a search for %anxiety, will bring up all the categories that include the word anxiety in it. See example below. i. Note that a search for PTSD will not bring up any results, but a search for %PTSD will give you the Post Traumatic Stress Disorder (PTSD) category. 73 P age

74 4. If there are multiple Areas of Treatment that you would like to address in this treatment plan, select Add Area of Treatment on the top right and select another Category. When addressing multiple areas of treatment, you ll see the other components automatically appear under the new Category. 5. Status Date is not a required field but can be captured to show the change in problems over time for a client. 6. Select Next. 74 P age

75 Objectives Section 1. The Problem Addressed is not required, but can be used to select any previously identified Problems related to the selected Category for this client. a. If you haven t already added a Problem/Need for the client related to that Category, or you d like to identify a new one for the purpose of this treatment plan, click the Problem Addressed box and select New. This will bring you directly to the Client Problems form. Simply fill out as usual and hit Save. b. Note that if you ve already identified the Problem for the client in another area of the system, you cannot edit the Problem Addressed narrative at this point. You would have to edit it in the Problem area (Client -> Case Management-> Treatment Plan -> Problems/Needs). If you re adding in a new Problem at this point, you can edit the problem narrative. 2. The Goal Statement in Client s Own Words, is required per CARF standards. This is a free text field. 3. The Goal field is not required, but can be used if you are using Wiley Library. The goals populated here are based off the Problem Category above. a. You can choose a listed goal. This goal will then prepopulate the Goal/Objective below, although you can edit it. 4. The Goal/Objective field is required. This free text narrative field is where you would enter your Specific, Measurable, Achievable, Realistic, Time-Limited Goals for the client. 5. Status Date is not required. 75 P age

76 6. Hit Next to Method/Intervention Method/Interventions Section 1. The Method field is not required, but can be used if using the Wiley Library. If you use the Wiley library the Method will prepopulate the field below, which you can then edit to add or remove additional information. 2. The Method/Intervention is a required field. This free text narrative is where you would enter the specific interventions, modalities, or services related to this client s goal, to include any client participation. 3. The target date for this method/intervention is required. This date is in the future as it is target for method completion. 4. The session information (service, # of sessions, frequency etc.) is not required, but recommended when appropriate. 5. You can add multiple Method/Interventions as it relates to this client s goal by selecting Add Method/Intervention. Note: After saving a treatment plan, you can delete a goal or method/intervention by right clicking. The following box will appear. Note: To create multiple Goals/Objectives, click Add Goals/Objectives and repeat the above steps. 76 P age

77 Signatures 1. Provides a space for you to upload the Patient s Signature. 2. Click the hyperlink Client Signature and choose upload if you have a scanned copy of the signature OR click capture signature if you have a signature pad for live capture. 3. Select next. Plan Development 1. This section is used to document the duration of time it took you as the Clinician/Case Manager to write the Treatment Plan. 2. You can bill for this time, and it is therefore important to document it. Include all required fields (including time), indicated by bold blue. 3. It is created within the treatment plan but also create a separate event in the system, visible in the clients Service Entry. It is very important to accurately capture this information. 4. A progress note can be added here as well. 5. Select next. 77 P age

78 Participating Staff Notes 1. Allows you to include any participating staff notes. This is only applicable to the staff completing. Click elipises under notes to add client specific notes. 2. Select next. Test Link 1. Allows you to attach previously administered tests and assessments to the treatment plan. 2. Unfortunately you cannot complete the tests from here they have to be previously saved in the system. It will not provide a hyperlink to the test either, but if you later print the full form with attached assessments, it'll show the results. 3. Select Next. Tasks/Schedules 1. Allows you to schedule an upcoming event. If it is a client event, make sure to use the SCHEDULED INFORMATION area. The appointment will then show up on the front desk. 2. Select Next. Preview 1. Gives you a preview of the completed treatment plan for your review. 2. Hit Save. If there are errors If there is a missing field, the system will prevent saving and tell you the error but will not bring you to where it occurred. Press ok and go through the plan again to find where you missed the information. Once resolved, the plan will save. 78 P age

79 Saving the Treatment Plan At this point, you ll see that your Initial Treatment Plan is marked as Draft and that it has not been reviewed (the reviewed refers to whether or not you ve done a treatment plan review, not whether or not your supervisor has reviewed it). Submitting the Treatment Plan 1. Open the treatment plan up and select Submit. The treatment plan will automatically be submitted to your supervisor unless otherwise indicated in the Submit Approval to button. Note: if not all required fields have been completed the submit button will not appear. 79 P age

80 2. An Alert Message will appear confirming that you want to submit the treatment plan. Select yes. 3. Once it has been submitted, the treatment plan is locked and cannot be edited until your Supervisor has reviewed it and sent it back to you with approval (or with a request for edits). Updating the Treatment Plan Treatment plan reviews 1. Select the glasses icon for the Initial Treatment Plan and select Treatment Plan Review. 2. A window will open the plan and will allow you to drop certain areas of treatment if possible. The only things you can drop from a review have to be achieved or discontinued in the prior review, so for the first review you won't be able to drop anything or uncheck the boxes. 80 P age

81 3. Press Ok and fill out the Start Date/Time and Date Completed/Time of the Treatment Plan Review. If it's being submit to anyone other than your direct supervisor, select their name in Submit Approval To. Select Next. 4. Navigate to Area of Treatment. Select a Status for the previously identified Category (you will need to be done for each Area of Treatment listed in the Treatment Plan). a. If you enter the status date here it'll waterfall throughout to other tied items. b. Add an additional area of treatment if applicable. i. Select Next. ii. Select a Status for the Problem Addressed and Goal. Remarks can also be entered here. 5. You cannot change the problem addressed, goal and goal objective. But there are status, status date and review remarks. If you review the plan with the client can update the clients goal statement in their own words if applicable. Otherwise add review remarks per each goal. a. Add a new Goal if applicable. i. Select Next. ii. Confirm Status of Method/Intervention. b. Add an additional Method/Intervention if applicable. i. Continue through remaining areas of Treatment Plan. 6. Be sure to include Plan Development Date, Time and Duration a. Select Save. 81 P age

82 7. You ll see that you now have the Treatment Plan Review listed, with a Draft Status. The Initial Treatment Plan is now marked as Reviewed". 8. Open the Treatment Plan Review and press Submit. If it says a required field is missing, go through and make sure all bolded fields are completed. Then Save and Submit. 9. The Treatment Plan Review will then need to be approved in the Supervisor module. Service Plan Addendum Addendums allow you to add notes that are attached to your established Treatment Plan. Navigate to Client > Case Management > Plan Development > Plan Addendums and select New Manual Event. 82 P age

83 Approving/Unapproving Treatment Plan 1. Navigate to the Supervisor module (even if you are your own supervisor, you must still go to the Supervisor Module to approve your treatment plan). 2. You ll see listed under your worker s name Initial Treatment Plan. If any Plan Development time was noted in the plan, it will also be listed here. 3. You can select it from here to review. After reviewing you can either approve or un-submit (send it back to the worker). It is best practice if you un-submit it that you send that worker a message. Hovering over the icons will tell you what they are. (from L to R: Approve, Unsubmit, Send a Message) 4. Once you choose the appropriate action, it will be stamped in the Action column. NOTE: This is not final until you hit Save! You will be able to navigate out of the Supervisor module without prompt so remember to save 83 P age

84 5. Select Save. The items will clear out from the staff name. 6. When you navigate back to the Initial Treatment Plan in the Client s record, you ll see that the Status is now Finalized" (you may need to Refresh the page). Section 9: DISCHARGE Completing Discharge Summary Before you discharge the client from the Agency/Program, you must complete their discharge summary form. Completing the form DOES NOT discharge the client from the agency, it just captures the relevant information at the time of discharge. Navigate to their client records and complete the form following these steps: 1. Go to Client Case Management Service Management Service Entry. 2. Select Enter New Service. 3. Select from the list of services the Discharge Summary. 4. Fill out required and relevant fields (note that the discharge summary is designed to pull information on file on the client into one form so most of this form consists of sub reports) The Actual Date is the date you are completing the form. The Discharge Date is the date the client is officially discharged from the clinic (it may be different from the actual date). This will match the Discharge from the Agency date in the next step. The Date of Last Contact is the last time you were in verbal contact with them. Choose the appropriate Mod of Contact below that. Discharge from Agency Once you have completed the discharge summary, you need to discharge them from the Agency. To do this, navigate to the client record and go to their enrollment information: 1. Go to Client Client Information Critical Information Enrollment Information. 2. Click on the ellipses button on the Agency line. 84 P age

85 3. Choose Discharge from Agency. 4. Fill out required fields on Agency Discharge form and select Save. 5. The Enrollment Information page will update with an End Date applied to both the agency and the program enrollment. 85 P age

86 Transfer Program Enrollment If a client is enrolled in the incorrect program, their enrollment should be transferred in order to keep accurate records. 1. Select the client's record and navigate to their enrollment information: Client Client Information Critical Information Enrollment Information. 2. Select the ellipses button on the blue Program line and choose the Transfer to Another Program option. 3. A new window will open. Fill out necessary information for the form and hit save. Note: You will no longer be able to enter services related to that program enrollment as of the date that they are transferred so ensure the enrollment is accurate. 86 P age

87 4. Now when you navigate to the clients enrollment information, it will show their 87 P age

88 Readmitting a Client If a client has left services and returned, a new referral should still be completed but the same record client should be used. A client can be readmitted when they check in based off their scheduled appointment. Alternatively, follow these steps: 1. Go to Client > Case Management > Critical Information > Enrollment Information. 2. Press the Re-Enroll button on their agency enrollment information 3. Fill out readmission date and time, assign a new worker and workgroups. 4. Add any remarks in the box. Note: The discharge remarks may populate here. Do not overwrite these. Create a new line and timestamp it. 5. Press save and close. Post Discharge Follow Ups After a client has been discharged, service events can no longer be entered for that client, with the exception of the Contact Log and Post Discharge Follow Ups (3,6,12 months). To enter the post-discharge follow up events for a client, navigate to their client record and complete the appropriate Post Discharge Event: 1. Go to Client > Case Management > Service Management > Service Entry 2. Select Enter New Service 3. Select the appropriate event based on which time increment you are completing the follow up event: o Post Discharge Follow Up 3 months (available only for clients enrolled in the Adult OP) o Post Discharge Follow Up 6 months (available only for clients enrolled in the Adult OP) o Post Discharge Follow Up 12 months (available only for clients enrolled in the Adult OP) o Post Discharge Follow Up Child 3 months (available only for clients enrolled in the Child/Adolescent OP) o Post Discharge Follow Up Child- 6 months (available only for clients enrolled in the Child/Adolescent OP) o Post Discharge Follow Up Child- 12 months (available only for clients enrolled in the Child/Adolescent OP) 4. Fill in the required information and Assessment responses, or indicate that it was a no-show event (e.g. you were unable to reach the client) so that you can accurately track your attempts to contact. The Post Discharge Follow Up events are also schedulable just as a regular service event is, although a prompt will appear ensuring you do want to schedule an event outside of the client s enrollment dates. Simply select ok when this prompt appears and schedule as usual. 88 P age

89 The scheduled event will appear in red as any other scheduled service event would be. Select complete task to complete the event or/indicate the no show. Section 10: REPORTS Sub Reports Reports can be found throughout the system. They are often embedded within other forms, to help you see the information saved throughout. An example is below: Subreports cannot be changed. A subform looks similar, but has edit fields and lets you add new data for it. If there is not a subform following the subreport, you will need to navigate to the correct place in the system to enter the update. Reports Module Overview Standard reports in the system can be run and the results downloaded to excel to filter out test clients and summarize information. The reports in this guide are the most commonly used but it is recommended that users explore the reports to identify items that can help meet their agency needs. The Reports Module is broken down by modules. The Data Insight Report Writer module allows users to create custom reports. Additional training is required for Data Insight. The rest of the modules contain what are referred to as Canned Reports which are system defined. 89 P age

90 The Preview option opens a new window where the results can be viewed. The format of the preview depends on the Report Selection in the Selection section. Some reports have an option to view results for individuals or to get aggregate results. The preview can be saved and the results can be highlighted and copied into another program like excel or word. The Excel(Data) option downloads the results into an excel file which contains records for individuals regardless of which option is chosen for Report Selection. It acts essentially as a query of the database. The Date section is required for some reports but not all. It sometimes asks for As Of Date or for From Date and Through Date. The Selection allows users to choose from different Report Selections. It is sometimes required. The report selections determine what the preview option will look like. It determines how the results will be ordered and if it will contain results for individuals in the systems versus results that are aggregated by program or worker for example. 90 P age

91 The Parameters option allows users to apply filters to the results. It is recommended that users run reports with no parameters and review all results first. They should then compare results after applying filter to ensure the parameter works as intended. Excluding test clients and deleting protected health information (PHI) When a report is run and records downloaded to excel, users should eliminate test clients by highlighting the name column and searching (CTRL F) for test. Each row that contains a test client should be deleted. After all rows for test clients have been deleted, all columns that contain PHI that is not required for a specific business purpose should be deleted before saving. PHI includes but is not limited to: name, gender, date of birth, address (all geographic subdivisions smaller than State), phone number, , social security number, or other information that could potentially be used to identify an individual. Commonly Used Reports Referrals: Used to track referrals to the agency and the sources. Can be compared to client roster to calculate conversion rate and wait times. Breadcrumbs: Reports > Referrals > Agency Referrals > Referrals to the Agency Recommended Report Selection: Order by Referral Source Key Fields: people_id (system ID), referral_id (agency ID), referral source name, referral source type, demographic and contact info, referral date, worker who processed referral, referral reason, program referred to, status with status date Client Roster: Used to track the clients enrolled in the agency, workers assigned, days in the program and days since last service Breadcrumbs: Reports > Clients > General > Client Roster Recommended Report Selection: Ordered by Client/Program Key Fields: people_id (system ID), id_no (agency ID), demographic and contact info, program enrollments with start and end dates, workers assigned with start and end dates, and supervisor, intake to and discharge from agency dates, discharge description and outcome, date of last service, number of days in program Diagnoses: Used to track clients with diagnoses in the system and summarize the diagnoses Breadcrumbs: Reports > Clients > General > Diagnosis Information Recommended Report Selection: Not required Key Fields: people_id (system ID), id_no (agency ID), full name, intake to and discharge from agency dates, program enrollments with start and end dates, diagnosis start, end, and entered 91 P age

92 dates, icd10 (and icd9) codes, diagnosis description, priority (primary, secondary), worker with worker role and start and end dates, rule out diagnosis true/false Missing Diagnoses: Used to identify clients who have are enrolled in programs but do not have a diagnosis in the system Breadcrumbs: Reports > Clients > General > Missing Diagnoses Recommended Report Selection: Not required Key Fields: people_id (system ID), id_no (agency ID), full name, intake to and discharge from agency dates, program enrollments with start and end dates, worker with worker role and start and end dates Worker Case Loads: Used to track worker case loads Breadcrumbs: Reports > Clients > General > Worker Case Loads Recommended Report Selection: Order by: Worker Name Key Fields: people_id (system ID), id_no (agency ID), full name, intake to and discharge from agency dates, program enrollments with start and end dates, worker with worker role and start and end dates, supervisor name, date of last service, number of days in program Client Services: Used to track clients receiving services and summarize services by program or worker Breadcrumbs: Reports > Clients > Services & Treatment > Client Services Recommended Report Selection: Ordered by Client/Program Key Fields: people_id (system ID), id_no (agency ID), full name, intake to and discharge from agency dates, program enrollment, worker name and title, date of service, duration of service, event name, service type, activity type, encounter with, no show, date entered, user entered Staff Productivity: Used to track staff duration on services entered in the system Breadcrumbs: Reports > Clients > Services & Treatment > Staff Productivity Recommended Report Selection: Order by Worker Key Fields: staff name, title, security scheme, client name, people_id (system ID), client id_no (agency ID), program enrollment, event name, duration, actual date Domain (Assessment Scores): Used to track clients with assessments in the system and summarize change in scores over time Breadcrumbs: Reports > Clients > Services & Treatment > Domain Recommended Report Selection: Order by: Category/Domain/Client 92 P age

93 Key Fields: people_id (system ID), id_no (agency ID), full name, intake to and discharge from agency dates, program enrollment, actual date (assessment date), domain, score, rating, interpretation, instrument To request custom reports Section 11: SUPERVISOR If you have the icons setup (see page X), click to access the Supervisor Area. If you do not have icons setup, click the Evolv icon, hover over Taskbar, and click Supervisor. An open form box will open, click to display all staff members, all clients, and all services for all dates. You can use the Filter window to limit the items that display. Reviewing Services, Notes and Plans The list displays the staff you supervise. Staff with pending approvals will be expanded when first entering this area. Services, notes and plans will be organized under the staff completing by client name. Supervisor Actions 93 P age

94 The list displays all client services and plans that are waiting to be approved or have already been approved. Under the field Action (outlined in red), there is a dropdown that allows you to select an action to perform on ALL services/plans in the list. You can select Approve All then review the list and Un-Approve the few that should not be approved. You can also filter the list to view: - Services that have already been approved within a specified number of days, - Services/Plans for a specific Staff member - Services/Plans for a specific Client - Specific Services - Specific Date of Service (From and Thru Dates) For each item in the list, you can select from a variety of actions for each individually. Approving Services, Notes and Plans 1. Click the to approve the Individual Therapy service for the client for date of service. 2. Click the to un-submit and reject the Notice of Hold for the client for the date of service. 94 P age

95 a. Always write a note to the staff to explain why a submission was rejected. Do this by clicking for the Notice of Hold to send the staff a message about what to revise. For example, Please provide more detail" or "Need to note EBP used in session". 3. Click Update and click Close the box. 4. Click Save to confirm the changes otherwise the changes will not occur! Upon Saving, the approved services will no longer be listed for the supervisor and the worker will be alerted. Any services marked un-submit will also disappear and the worker will be listed. Always make sure they clear off your list after updating if they don't, you haven't saved. 5. You can review the services you ve approved by changing the Include services approved within to 1. Click and enter 1 in the Include Approved Services within (day) field. Click Update. The Individual Therapy service you approved displays again. 95 P age

96 The indicates the service was approved. 6. Click on the client s name. The Client Service Information standalone form opens. You can navigate to their Demographics and Service Entry tabs. If you open the recently approved service, you can see it is signed by both the staff completing and the staff approving. Even if a service is not set up for e-signature, upon supervisor approval, the event is e-signed by the supervisor. Shared Supervision The system will send to both the workers primary supervisor and the clinician entered in the Submit for Approval field. To get the correct sign off ONLY the person entered in the Submit for Approval field should accept it. For those notes, check to make sure this field has been filled out. 1. Open the note by clicking on it. 2. When it opens, check the Submit to Approval field. 3. If it has the other clinician entered, they will have that note in their Supervisor module. You can close the note. It will remain in your pending approvals until they approve it, then it will disappear. 4. If it does not have the other clinician entered, return the note to the writer, explaining the process to Submit for Approval. 5. The writer will resubmit it and follow the submit for approval procedure, as described here. Staff Calendars Supervisors can view their calendars of staff they supervise. In the Supervisor module, navigate to the Calendars tab. Click on the to the left of a staff persons name to expand and view the calendar. 96 P age

97 Everything you have already learned about working with calendars applies here. Supervisors can access staff calendars to see what is scheduled and what was completed on a given day. Supervisors can create scheduled events for each staff they supervise. Note: Supervisors can see calendars of ALL staff tied to their supervision, even if they are not the direct supervisor. Example: Jane supervises John who supervises Mary. Jane can see both John and Mary's calendars; John can only see Mary's calendar; Mary can only see her own calendar. View Staff Information 1. In the Supervisor module, click on the staff person name. You can select to either show Staff Information or Messages Sent to Staff. 2. Click Show Staff Information. The Staff Information standalone form opens. There are different tabs to cover security, login, employment history and more. 3. You can update informatoni here based on your system security. 97 P age

98 4. If you click on the staff name and click Show Messages Sent to Staff then the Supervisor Message History window opens. A list displays of the messages that the supervisor sent to the worker regarding approving and disapproving events. Incidents Review In the Incidents Review tab, the supervisor can choose whether to approve Incident reports that were submitted for review. Navigate to the Incidents Review tab. The incidents a supervisor reviews may or may not be from that supervisor s subordinates. For each Incident in the list, you can select from a variety of actions for each individually. Icon Function Click to review the progress note Click to approve the incident. Click to un-approve/unlock the event Click to roll back/un-approve any previously approved event. When you review incidents, you will receive the following prompt: 98 P age

99 Clicking Yes will allow you to send a message to the user. Alerts A supervisor can review alerts without leaving the Supervisor area. Navigate to the Alerts tab. Everything you have previously learned about Alerts applies here. Section 12: PORTAL SUPPORT If you are experiencing issues, contact the data manger or other super users within your clinic. Create and send a screenshot If an issue occurs in the system, support staff can best help you if you take a screenshot. To do so follow these directions: Search for Snipping Tool and press open. Click New (it s suggested to keep rectangular snip). The screen will become lighter. Now click and drag the frame of the snapshot you want to send. Once complete, it will show in the window of the snipping tool. Use the Marker button to black out ALL PHI. Right click and press copy or use CTRL+C on your keyboard. Paste the snapshot into an and send to the MFC data manager or super user. Do not send any with PHI visible in screenshots or in the text of your ! 99 P age

100 Copy and paste from Microsoft Notepad into myevolv If you are writing a long note or treatment plan, you may find it easier to copy and paste it into the system. Use Microsoft Notepad to do this. At this time, you cannot copy and paste from Microsoft Word into Evolv without risking your note being lost. To copy and paste into Evolv, highlight the text you want to paste into Evolv. Either right-click your mouse once and select Copy or on your keyboard simultaneously press the two keys CTRL+C. Go to the Evolv window you want to paste the information into and either right-click your mouse and select Paste or on your keyboard simultaneously press the two keys CTRL+V. The text should now appear in the window you wanted to paste it in. APPENDIX Glossary - To be updated in next version. Configuring Internet Explorer 1. Use Internet Explorer version 9, 10 or 11 compatibility mode is recommended. 2. Clear the browser cache by accessing the Tools menu, and selecting Delete browsing history. 3. In the Delete browsing history dialog box, clear the Preserve Favorites website data checkbox and check the Temporary Internet files and website files and the Cookies and website data boxes. 100 P age

101 4. Set Internet Explorer to load the page every time you visit myevolv. From the Tools menu, select Internet Options, then on the General tab under Browsing History, click Settings. 101 P age

102 5. Under Check for newer versions of stored pages, select Every time I visit the webpage and then OK. 6. Then configure the trusted sites and ActiveX Controls. Navigate to the myevolv server ( From Tools menu, select Internet Options. 7. Within Internet Options, click the Security tab. Click Trusted Sites and then Sites. 102 P age

103 8. In the Trusted Sites dialog box, confirm the URL listed is that of your myevolv server ( click Add and then Close. 103 P age

104 9. On the Security tab, click Custom Level to configure the ActiveX controls. 10. Enable/Disable ActiveX controls as specified below within the Trusted Site. There are ActiveX settings present in IE11/IE10 that are of no significance to myevolv. All ActiveX controls can be enabled with the exception of Only allow approved domains to use ActiveX without prompt. 104 P age

105 11. Under Downloads, select Enable under File download and Enable under Font download. 105 P age

106 12. Next configure compatibility view settings while you are on the myevolv server ( by going to the Tools menu and selecting Compatibility View settings. 13. Click Add then Close. 106 P age

107 14. Next configure your pop-up blocker by going to the Tools menu. Select Pop-up Blocker and then Pop-up Blocker settings. 15. Enter the myevolv webside address ( into the Address of website to allow, and click Add and then Close. 107 P age

108 Your browser should now be correctly configured. If you are still experiencing issues with your browser, contact your MFC System Administrator to troubleshoot. Troubleshooting Enrollment issues with clients I. If there is an issue with automatic enrollment, manually enroll them as a client: a. Navigate to Client Module b. Select New c. Select Enroll from Accepted Referral d. On the Initial Enrollment from Accepted Referral Form, fill in all required information, same as above. 108 P age

109 II. If you hadn t done so in the Referral Module, you can now complete the intake packet (CVN Demographics, Military Background, Intake Assessments) at this time from the Client Module. Merging Duplicate Client Records The Merge Utility is useful when a duplicate record has been created. This may occur when a client is readmitted with a different name after marriage, or uses a nickname instead of their full name. The Merge Utility can also be used to move a specific event (such as a progress note or an assessment) from one client to another, if it was filed in the wrong chart to begin with. Note that the above use of the utility may have billing consequences and should be used with caution. Open the Utilities: Navigate to the Merge Utility: 109 P age

110 Choose the Target Client (this is the record that will remain after the merge. This is where the information will be merged Into). Choose the Source-Similar Person (This is the record that will be blank after the merge. The information will come out of this record and go into the other). VERY IMPORTANT POINTS: The agency placement date of the TARGET record must be BEFORE the Agency Placement Date of the SOURCE record. o Since the Program Placements from the Source will be filed into the Target file, if the program enrollment of the Source occurred before the Agency placement of the Target, this logic does not compute to myevolv, and the Merge will not be successful. The Agency Placement of the Source record will remain after the Merge. This is because each person can only have one Agency placement, and it already exists under the Target Record. o This should be manually deleted from the Source record, after the Merge is successful. 110 P age

111 There is a Parent-Child Relationship between some events. In the example below, you will not be able to delete the Referral to the Agency while keeping the Referral to the Program, since the latter depends on the former. MyEvolv will not duplicate Benefit Assignments, so if the same one is mentioned in both records, myevolv will show an error and will not move that record over. o This would be deleted from the Source record once the merge is verified as successful. Deleting Duplicate The steps above will merge the data points and documents. However, that person record will still exist, only as a name in new person searches. This is likely to cause the re-duplication of records, as a new admission may be linked to the wrong name. To avoid this recurring error, and delete the name from the system completely, you must go here: 111 P age

112 Setup >System >People not in System >Demographics This shows all records in the system where there is no data attached. This list, ideally, would be empty. o NOTE that it is not possible to delete an active record from this area. Those charts would not appear here, since there are items and events attached to their name. This list is ONLY those people where the entire record consists of their name, possible address and race. To delete permanently: Choose the person and select Delete. Moving Only One Record There may be a situation where an Event (such as progress note or an assessment) has been written into the wrong record, usually because the wrong record is open during the time of documentation. 112 P age

113 Note that if the event has been billed for, then the Agency's finance and/or QA departments should be consulted before these steps are taken. In this instance, the wrong chart (where the event was erroneously filed) will be the "Source-Similar Person", and the intended file will be the "Target Client". In this example, the person's membership in a family will be moved over. Form History The History button can be found in various areas within myevolv. Clicking the History button will open a window displaying a list of changes and updates that have been made to the area where the button was clicked. The History will open in another window and display the details of changes which includes the name of user, the date of change and changes that have been made. 113 P age

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